In these terms and conditions All Seasons Philipburn Ltd shall be referred to as “the Hotel”.
These Conditions apply to all Contracts for the provision of goods and services for group
Accommodation, Restaurants, Bars, Conferences, Functions and other events to the exclusion of
all other terms and conditions, including any which the Client may purport to apply or which
may appear in any promotional literature. Please read these Conditions carefully in order to
avoid any misunderstandings regarding the terms on which reservations are accepted. All
Seasons Cars is also a trading name of All Seasons Philipburn Ltd but services relating to All
Seasons Cars are covered by a separate set of terms and conditions of travel.
GENERAL TERMS AND CONDITIONS
ACCOMMODATION
All rates quoted are subject to availability and alteration. All special offers quoted are limited and
subject to availability and may be subject to a minimum stay.
While every effort has been made to ensure the accuracy of all information, the Hotel cannot
accept liability for any errors or omissions and we reserve the right to change information and
descriptions of our services and to amend any manifest error in the quoted prices.
Guests are solely responsible for their choice of services and the suitability of those services for
their needs. The Hotel cannot be held responsible in this respect.
The reservation is deemed to have been accepted by the guest upon confirmation of the same by
the Hotel.
PAYMENT FOR YOUR ROOM
For Advance Purchase reservations, payment will be taken at the time of booking. The Hotel
reserves the right to require payment for all other reservations in full on arrival at the hotel.
Without prejudice the Hotel may allow accommodation and other services to be charged to a
room for settlement at least weekly or on departure, whichever comes first.
The Hotel operates rate plans alongside other booking agents such as Best Western, Booking.com
and other online travel agents. Guests should ensure that they understand and rate plan booked as
once a booking is made it cannot normally be changed and the terms of that plan will be
observed.
Payment can be made by credit/debit card (Visa, MasterCard, American Express). Cash (photo
identification will be required e.g. Driving Licence, Passport etc). All Seasons loyalty points and
gift vouchers may also be redeemed for payment of goods and services rendered. The expiry date
of your debit/credit card must be later than the end of your stay. We do not accept personal
cheques.
If arrangements have been made on arrival to charge meals, beverages and other supplies to your
room and a pre-authorisation charge has been made on your card, then such charges may be so
booked. If a credit pre-authorisation is not taken, then all goods and services must be paid for at
the time of use.
LOST PROPERTY
Items left behind in a room will be kept at the property until such time the guest contacts the
Hotel. The item will be returned to the guest upon satisfactory identification of the item. Items
not claimed will be stored for 3 months and then disposed of. The Hotel will charge for items to
be sent.
COMPLAINTS
In the event that a guest is not satisfied with the services received at the Hotel, the guest has the
opportunity in the first instance, to contact the Duty Manager in order to resolve any issues.
Should matters not be concluded satisfactorily, the Duty Manager will escalate the matter to the
Board of Directors of the company and a director will respond.
ONLINE BOOKINGS
Please note that different terms, conditions and cancellation policies in relation to all online
bookings may apply and guests should be particularly careful to ensure that they familiarise
themselves with any booking procedures used by third party booking agencies. Please read the
room rate details that are provided carefully before you make your online booking.
Once your booking is made, you will receive an on-screen confirmation reference number – we
recommend you make a note of it, though you will also receive an email outlining your reference
number and reservation details.
Guests are solely responsible for their choice of services and the suitability of those services for
their needs. The Hotel cannot be held responsible in this respect.
In the event that you have to cancel your reservation, you will need your confirmation reference
number, as well as the email address used to make the reservation. The Hotel operates a strict
cancellation policy, depending on the type of booking made.
VAT
Reservations are subject to the VAT rates applicable during the provision of the service.
Therefore, if the VAT rate changes, the costs of the services provided during the stay will be
subject to the new greater or lesser VAT rate as applicable.
NON-PERFORMANCE
If for reasons beyond the hotel’s reasonable control, including, but not limited to, strikes, labour
disputes, acts, regulations or orders of governmental authorities, civil disorder, disaster, acts of
war, acts of God, fires, flood or other emergency conditions, or due to any delay in necessary
and essential repairs of the Hotel, the Hotel is unable to perform its obligations under this
agreement, the non-performance is excused and the Hotel may terminate the original agreement
without further liability of any nature. In no event shall the Hotel be liable for consequential
losses or damages of any nature, for any reason whatsoever.
DATA PROTECTION
The Hotel abides by the Data Protection Act 1998 and the GDPR in keeping personal
information gathered through all touchpoints with our guests, private and confidential.
GUARANTEED RESERVATIONS
Credit card details are taken at the time of booking for guarantee purposes. By securing your
online reservation with a credit card, your room is guaranteed until midnight on the day of
arrival, after which the room is released and may be resold. All reservations must be guaranteed
with a major credit card (Visa, MasterCard, American Express). In the case of a no-show or late
cancellation, your credit card will be charged for one night’s accommodation.
ADVANCED PURCHASE RATE
When booking an Advance Purchase Rate your credit card will be charged for the entire stay at
the time of booking and the cost is completely non-refundable. A cancellation or change will
result in forfeiture of the total cost of the reservation.
PACKAGES
Packages are available at the Hotel subject to room availability.
SOCIAL MEDIA
The Hotel engages in all Social Media channels and will from time to time promote and
communicate through this medium.
CANCELLATIONS
Cancellations must be made within the cancellation period signified on the reservation
confirmation. If notice of cancellation is not received by the required date, the hotel will charge
the guest the price of one night’s accommodation. Please note that some rates (e.g. Advance
Purchase and Last Minute Rates) are non-refundable and in the event of a non-arrival, the full
charge of the booking is taken from your credit card.
CHILD POLICY
Persons under 18 will not be permitted in a room without an adult. Menus for Children 12 and
under are available in Bar 1751 and for Sunday lunch.
PET POLICY
Dogs are only permitted in dog-friendly rooms. A supplementary charge will be made for each
dog except for guide dogs which are permitted at no additional charge and notification is required
on booking. There are limited spaces in the bar for dogs to accompany their owners subject to
agreement with the restaurant manager.
PROMOTIONS AND OFFERS
All promotional offers are subject to specific terms, conditions and restrictions listed on the
specific webpage. All special offers are subject to availability.
BOOK OUT POLICY
In the unlikely and unavoidable event that we are required to book out a guest, we will notify the
guest a week before arrival or in the worst case scenario on the day of arrival.
Alternative accommodation at a similar property as reasonably possible will be arranged and
transport from a the Hotel will be complimentary. The booking will be paid for by the guest.
Should guests wish to make their own arrangements, the Hotel will have no further obligation.
CONFERENCES AND EVENTS
All bookings are provisional until the relevant Contract (signed by the Client) is countersigned
and dated on behalf of the Hotel. The Hotel will provide the Client with a copy of the Contract
once it has been countersigned on behalf of the Hotel.
The Contract shall specify the anticipated number of guests for the Event, the agreed minimum
number of guests for the Event (the “Contract Minimum”) and the maximum number of guests
permissible for the function room(s) reserved for the Event.
The Client must inform the Hotel of the number of guests it wishes to be catered for at the Event
(the “Final Number”) in advance and in the time frame set by the contract. This Final number will override the anticipated number specified but will not affect the contract minimum.
The contract minimum represents the minimum number of guests set by the contract with the
Client which may be in writing or verbal, depending on the circumstances.
PAYMENT
All accounts incurred will be invoiced. Payment is due for all credit accounts on presentation of
invoice. Any queries should not delay immediate payment of the outstanding balance. Queries
should be referred to the Hotel within 7 days of receipt of invoice. No allowance or refund can
be made for meals and other elements not taken within the agreed package rate. Payment must be
made in Pounds Sterling (UK) payable to the Hotel.
DEPOSITS
The Client must pay the deposit payment(s) specified in the Contract under Billing Instructions.
Should the Client fail to pay any such deposit within 7 days of the due date, the Hotel may treat
the booking as having been cancelled by the Client and:
The Hotel may off-set any cancellation fees which become payable against the deposit. If the
deposit held by the Hotel is greater than the amount of any cancellation fees payable, any balance
shall be refunded to the Client.
CREDIT
Credit facilities within the Hotel may be obtained on application to the Hotel (subject to the
agreement of the Hotel). Credit facilities must be finalised 2 weeks prior to the Event. All
amounts incurred against an agreed credit facility will be invoiced immediately after the Event.
The Client shall pay all invoices upon presentation of the invoice.
INTEREST
When credit facilities are granted but payment is not received within the stated terms, we reserve
the right to charge an appropriate rate of interest (4% above the Bank of England base rate) or
make a collection charge. All such agreed credit accounts must not exceed their credit limit at
any time.
REFUNDS
Where under these terms and conditions there is an over-payment made or a refund granted for
whatever reason, the refund will be made to the Client by the same method as the payment was
made in the first instance and in no circumstances will a refund by made to a different entity,
e.g. money received from one credit card refunded to a different card. In the event that such a
refund is not possible, the Hotel will undertake exhaustive enquiries to ensure that no fraud is
being perpetrated before agreeing to a refund to a different entity.
EXTRAS
The Client shall pay the Hotel for any food and beverages or other goods and/or services not
provided for in the Contract or otherwise in correspondence but made available upon request of
the Client on the day of the booking or event.
PRICE VARIATION
In the event of circumstances beyond the Hotel’s control (including, but not limited to, increases
in the standard rate of VAT), the Hotel reserves the right to vary the prices specified in the
Contract accordingly.
LOYALTY CLUB
The Hotel operates a loyalty scheme open to all and details of which can be obtained from the Hotel on request including its terms and conditions.
GROUP CANCELLATION
If the Client wishes to cancel a booking or cancel the reservation of some or all bedrooms
reserved either as a block booking or in conjunction with an Event, such cancellations must be
verbally communicated to the Hotel in the first instance, followed by a written notice of
cancellation. The cancellation shall be effective, final and binding on the working day on which
the Hotel receives a written notice of cancellation (the “Cancellation Date”). Any notice of
cancellation received outside of the hours of 9.00am and 5.00pm shall be deemed made on the
next Working Day. Postponement of any Event shall be considered as a cancellation of such an
event unless a new date is fixed.
A credit or debit card is required to secure your reservation. There will be no cancellation charge
if a booking is cancelled before 12 noon two days before the arrival date. If the booking is
cancelled later than the stated time, or in the case of a no-show, the first night will be charged.
If the Client cancels a booking, the Hotel will charge a cancellation fee. This cancellation fee
shall be a percentage of the charges payable in respect of the contract minimum (and, if any
separate charge is payable in respect of room hire, of such room hire charge), according to the
number of clear days (that is not counting the Cancellation Date and the day of the Event)
between the Cancellation Date and the date of the Event (the “Cancellation Notice”), as set out
below. If the Event is cancelled less than 3 Working Days before the Event, the Hotel is entitled
to charge according to the Final Number, if higher than the Contract Minimum.
Cancellation Notice (Events)
0 – 7 days prior to arrival – Full charge
8 – 14 days prior to arrival – 75% of charge
15 – 30 days prior to arrival – 50% of charge
Where any bedrooms are reserved, either as a block booking or in conjunction with an Event,
such bedrooms are block booked and reserved exclusively for the Client and will not be released
unless notice of cancellation of such reservation in respect of the relevant bedrooms is given in
accordance with the Hotel’s conditions. The cancellation fees will if applicable then apply.
For block bedroom bookings of 9 or more rooms on any one night, cancellation of some or all
bedrooms reserved, either as a block booking or in conjunction with an Event will incur a
cancellation fee. This cancellation fee shall be a percentage of the charges payable in respect of
the bedrooms cancelled (or, if no separate room rate is specified in the contract, of the standard
room rate) according to the Cancellation Notice, as set out below:
Cancellation Notice (Bedrooms)
Fee:
0 – 7 days prior to arrival – Full charge
8 – 14 days prior to arrival – 75% of charge
15 – 30 days prior to arrival – 50% of charge
The cancellation fees payable under this clause are a genuine pre-estimate of the loss the Hotel
will incur arising out of a cancellation; the actual losses incurred by the Hotel may be greater or
less than the cancellation fees; the cancellation fees are payable whether or not the Hotel is able
to find alternative business in respect of the cancelled Event and/or bedrooms.
In addition to the cancellation fees, the Client must reimburse the Hotel (on an indemnity basis) for any expenditure incurred in respect of any cancelled booking including (but not limited to)
any costs, charges or penalties as a result of having to make consequential cancellation of its own
arrangements with third parties in relation to the Event.
The Hotel may invoice the Client for any cancellation fees payable at any time after the
cancellation. The Client shall pay such invoice on presentation of invoice.
CANCELLATION BY HOTEL
The Hotel may cancel the Booking if the Booking might prejudice the reputation of the Hotel.
Where the Hotel becomes aware of any deterioration in the Client’s financial situation such that
the Hotel reasonably considers the Client may not be able to fulfil its material obligations under
the Contract, there will a cancellation of the booking. The Hotels may charge cancellation fees.
CHANGES BY THE COMPANY
The Hotel reserves the right without prior notice to change the Client’s assigned
booking/function room for one of equal suitability for commercial or operational reasons.
This includes but is not limited to, the carrying out of works in the relevant room or such room
being otherwise unavailable.
OUTSIDE SERVICES
The prior consent of the Hotel must be obtained for any entertainment or services contracted for
the Event by the Client, all of which must comply with any statutory codes and regulations. It
shall be the sole responsibility of the Client to ensure that, where applicable, Performing Rights
Society forms and Phonographic Performance Limited forms are completed by any band or
musicians employed by the Client.
ETIQUETTE
The Hotel reserves the right to judge acceptable levels of noise or behaviour of the Client, its
guests, representatives or contractors (including, but not limited to, persons engaged by the
Client to provide entertainment or other services).The Client must ensure compliance with the
Hotel’s direction as to noise or behaviour.
THE HOTEL RESERVES THE RIGHT GENERALLY
To exclude or eject any person from the Hotel or Event if it reasonably considers such person’s
behaviour to be objectionable.
To stop the Booking or Event without liability to any refund or compensation, if necessary to
prevent or terminate unacceptable noise or behaviour.
The Client shall indemnify the Hotel against all and any losses, costs, damages, liabilities,
claims, demands and expenses suffered or incurred by the Hotel arising out of any exclusion,
ejection, termination of an Event attributable to the Client.
HEALTH AND SAFETY
The Client must fully comply (and ensure the full compliance of its sub-contractors, employees
and guests) with the Hotel’s Health & Safety policy, a copy of which is available on request from
the Hotel.
CORKAGE
No wines, spirits, food or beverage may be brought into the Hotel or grounds by or on behalf of
the Client or any guests for consumption on the Hotel premises unless the prior consent of the
Hotel has been obtained, for which a charge will be made.
LICENSING AND STATUTORY REGULATIONS
The Client shall maintain free access to fire exits at all times and shall obtain the prior approval
of the Hotel before using any special effects equipment on the Hotel premises. The Client shall
submit for approval to the Hotel all table layouts for the Event. The Client shall observe the
permitted hours for selling intoxicating liquors in the Hotel premises, as advised by the Hotel.
GUESTS PERSONAL PROPERTY
The Hotel does not accept responsibility for the property of the Client or its guests. Cloakrooms
are provided for the convenience of clients and guests but any goods deposited in the cloakrooms
or left unattended on Hotel premises are deposited at the owner’s risk and without any liability
on the part of the Hotels.
EQUIPMENT STORAGE
The Hotel will assist the Client, where reasonably possible, with the storage of equipment etc.
However, the Hotel does not accept any liability for loss or damage to any item of equipment,
furniture, stock or the like, left in storage.
LIABILITY OF THE COMPANY
The Hotel shall not be liable, whether in contract, tort (including negligence) or otherwise for
any direct, consequential or economic losses or loss of profits however arising.
In no event will the Hotel have liability for any loss or damage in contract or tort (including
negligence) or howsoever otherwise arising, exceed the total amount paid by the Client for the
Event.
The Hotel shall not be liable for any breach of the terms and conditions or delay or failure in
providing services as a result of causes beyond its reasonable control including (but not limited
to) fire, floods, strikes, delays in transportation, failure of services or inability to obtain any
necessary information or consent from any authority.
The Hotel does not exclude or restrict its liability in respect of death or personal injury resulting
from its negligence.
DAMAGE
The Client shall be responsible to the Hotel and make good on demand for any damage caused to
the allocated rooms or the furnishings, utensils and equipment therein or to the Hotel premises
generally caused by any omission, act, default or neglect of the Client or any sub-contractor,
employee or guest of the Client.
SMOKING
The Hotel operates a no smoking policy anywhere inside all our Hotels in accordance with the
Health Act 2006, this includes the smoking of E-Cigarettes. Permitted smoking areas are
identified outside the property. Smoking on the Hotel’s premises outside of the permitted area
will result in a £100 fine and is also an offence.
GENERAL GOVERNING LAW
The Contract shall be governed by and construed in all respects in accordance with the laws of
Scotland or where applicable England and Wales. The Contract does not affect any rights which
the Client may have under the Hotel Proprietors Act 1956 where that Act applies.
Time shall be of the essence for all payment obligations under these Conditions.
USE OF PERSONAL INFORMATION
We process the personal information, which you provide us via this website through your
registration for the latest offers bulletin, brochure requests, online competitions, and your visits to this website and other sites accessible from this website. We also collect information about the transactions you undertake including details of payment cards used. This is for the purposes of dealing with your bookings and requests, tailoring our services to your requirements, providing you information about products and services we offer and to improve our service to you.
Please note that there may be instances where it may be necessary for us to communicate with
you, in any event, for administrative or operational reasons relating to our services.
DISCLOSURE
We will not sell your personal information to third parties and we will only disclose to our
selected business partners and service providers for the purpose of facilitating your stay. These
parties are contractually prohibited from using personally identifiable information for any
purpose other than for purposes which the Hotel specifies.
PRIVACY AND SECURITY STATEMENT
We treat the information that you provide to us as confidential information. We work to protect
the security of your information during the transmission by using Secure Sockets Layer (SSL)
software, which encrypts the information that you input. This allows your computer to
communicate with our server in a way that is designed to prevent eavesdropping, tampering, or
message forgery. You will also know when you are in a secure mode when the padlock or key
icon in lower right-hand or left-hand corner of the computer screen appears in the locked
position. In addition, the first characters of the site address will change from ‘http’ to ‘https’
when accessing the server.
USE OF COOKIES
Our website uses ‘cookie’ technology. A cookie encrypts strings of text that a website stores on a
user’s hard drive (but it does not access your hard drive). In order to improve our website,
services and build profile information about visits to our website, we may from time to time send
you cookies.
Whilst you do not need to allow your browser to accept cookies in order to browse much of our
website or access our services, we strongly recommend that your cookies are enabled if you wish
to proceed with a booking at any of our hotels.
Your credit card data is transferred over this secure line provided you are using an SSL enabled
browser such as Microsoft Internet Explorer, Safari or Google Chrome. After your information
reaches us, it is stored on a secure server that sits behind firewalls designed to block
unauthorised access to parties outside of the Hotel.
Whilst we take all reasonable steps to protect your personal information, data transmission over
the internet cannot be entirely secure. We, therefore, cannot guarantee the security of the
information you disclose online and the use of our facilities (e.g. email) is at your own risk.
The Hotel will not be liable for any damages or losses suffered directly or indirectly arising out
of or in connection with unauthorised access, loss or corruption of personal data which you
provide to us on this website.
Meeting the needs and expectations of our guests has always been our highest priority and that
includes protecting your privacy. With advances in technology and legal developments, we may
need to change this privacy statement. We request that you refer to our website on a regular basis
in order to ensure that you are aware of our most current Privacy Statement.
DISCLAIMER OF WARRANTIES
All Seasons Philipburn Ltd has compiled the information on this website for the use of guests,
prospective guests and travel professionals. The information, material and software algorithms
contained in this website or which may be downloaded from this website, including text, graphics and hyperlinks, are provided ‘as is’ and ‘as available’.
The information and material contained in this website are believed to be accurate and complete
at the time of their posting. Although the Hotel attempts to ensure that all information and
material remain current and accurate, they are subject to change without notice and the Hotel
does not warrant their accuracy, completeness and currency at all times.
In addition, the Hotel does not warrant the accuracy, adequacy or completeness of this website
and expressly disclaims liability for errors or omissions therein.
No warranty of any kind, implied, express or statutory, including but not limited to warranties as
to non-infringement of intellectual property rights or third party rights, title, latent defects,
uninterrupted service, merchantability, fitness for a particular purpose and freedom from
computer viruses, is given in respect of this website, including without limitation all information,
materials and software provided through this website.
NO UNLAWFUL OR PROHIBITED USE
As a condition of your use of this website, you warrant to the Hotel that you will not use this
website for any purpose that is unlawful or prohibited by these terms and conditions.
All Seasons Philipburn Ltd version 20-11-23